Pre-business trip checklist: your essential guide

Managing a travel program today goes well beyond booking flights and accommodation. A detailed pre-trip checklist is key to ensuring a seamless and safe journey. Read our updated guide for stress-free travel.

Passports and visas

1. Ensure passports are valid for a least six months beyond the travel date and meet all entry requirements. This also includes potential trip history, as some countries may restrict entry based on prior travel to specific locations.
2. Travelers with dual nationality should determine which passport offers better visa or entry conditions for their trip.
3. Confirm if visas, including electronic travel authorizations (ETAs) or transit visas, are required. Many destinations have already moved, or are moving, towards streamlined digital visa systems in 2026.
4. Stay compliant with Brexit regulations and the Schengen Area’s 90/180-day rule.
   
   

Airports and flights

1. Encourage your travelers to download boarding passes to smartphone wallets or, as a Reed & Mackay client, access everything via our mobile app.
2. Check whether travelers have fast track access through airport security, priority boarding, and/or lounge access.
3. Check carry-on and checked bag polices per airline, ensuring clarity on carry-on allowances and fees. Clarify whether an under-seat bag is allowed alongside overhead luggage.
4. Pre-book meals on flights, particularly if there are any dietary requirements.
5. Book ahead if any kind of assistance is required at destination airports.
6. Reconfirm flights before return trips. Many airlines now send real-time notifications for gate changes and delays directly to travelers’ devices.

 

Stay safe on the move

1. Identify whether hotels provide free transfers. If not, use approved taxi or rideshare services integrated into your travel platform for safer options.
2. Pre-book public transportation tickets where possible. Many cities now offer contactless or app-based payment systems. Research local safety for walking routes.
3. When booking a hotel room, check its location and, for extra security, research the hotel’s safety measures and request rooms away from the ground floor.
4. Use pre-approved venues for external meetings. For added safety, choose seating options that meet personal preferences, such as areas away from windows.
5. Store local emergency service numbers and ensure travelers have contacts for on-ground support.
6. If renting a car, check the traveler understands the fuel consumption the car uses and safe places to stop to refuel or recharge, if renting an electric vehicle.
7. Verify the traveler’s medication is legal in the destination country. Carry an internationally recognized medical card or app for allergies and conditions.
8. Ensure comprehensive insurance that includes coverage for medical emergencies, trip delays, and natural disasters. Research the nearest hospitals for peace of mind.

 

Cultural knowledge

1. Review cultural norms around clothing and behavior, especially if visiting conservative regions or eco-sensitive areas. Climate-friendly, adaptive packing is encouraged for leisure extensions.
2. Utilize digital wallets or multi-currency travel cards for safer, more efficient transactions.

 

Security measures 

1. It’s advisable to only take costume jewelry when traveling and to leave expensive items at home. Confirm hotel policies for securing laptops or other valuable items.
2. Can your company provide any in-country training prior to departure? Highlight to your business travelers what the protocols are should there be mass disruptions (social or environmental) at their destination and what to do if the airport closes.
3. Clarify duty-of-care policies for blended business and leisure travel. If traveling with family, confirm travel insurance and allowable activities.

 

Plan B: thinking ahead

1. What’s the back-up plan if luggage doesn’t arrive? Find out where travelers can easily source clothes for meetings.
2. Share contact information for the traveler’s embassy or consulate, in case of a lost or stolen passport.
3. Pre-book an additional night at their hotel. If their flight is cancelled and hotels are busy, it may make things simpler.

 

Did you know…?

A travel management company can support with all of the above to help deliver stress-free travel. Reed & Mackay clients have access to our 24/7 global Incident Management Unit, which monitors incidents across numerous sources. Clients can also find all the latest travel and health restrictions from around the world. Plus, access our unique travel risk platform providing traveler tracking.

 

Get in touch

Email us at [email protected] to discuss all of your corporate travel and event management needs.